Session 06 Tower Software.PPT
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Transcript Session 06 Tower Software.PPT
Departmental Solutions
Leading to
Enterprise Success
Jeff Miller, TOWER Software
April 2, 2007
The Value of Building
an ECM Team
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Executive sponsorship
Buy-in from multiple business units
Mitigate risks
Best practices
ECM becomes part of the business process
The Team
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Business Unit Manager
End User Representatives
IT Experts
C level executives
Records Managers
Human Resources
Finance
Legal
Business Unit Managers
• Credibility of business and operational processes
• Affect cultural and business process changes
• Instrumental in enhancing the efficiency
End User Representatives
• User acceptance is critical success
factor for implementation
• Address change management issues:
– Select a system that makes
classifying documents easy
– Recruit and train “expert users”
to improve ramp up time for
other users
IT Experts
• Solutions across
multiple departments
maximizes return on investment
• Look for commercial-off-the-shelf
products that reduces deployment risk
C Level Executives
• Solution meets compliance requirements
• Provides Return on Investment
• Decision makers need fast and accurate
information
• Keep their name off the front page
of the newspaper
Records Managers
• Experts on enterprise-wide information
• Utilize their expertise to reduce
implementation time when creating
electronic taxonomy plans
• Select a solution that manages
both paper and electronic
content in same repository.
Human Resources
• Expertise with HR applications
• Work to integrate ECM with HR
applications
• Security key factor in managing
and delivering HR content
Finance
• Experts in compliance
requirements
• Work to integrate ECM with
Finance applications
• Need audit logs
• Need solution that controls
access to keep information
secure
Legal
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Experts in regulations
E-Discovery preparedness
Prove authenticity of documents
Ability to lock records to prevent deletion
Assures that information is secure
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Knowledge…
where it needs to be
Enhance business processes through 20 years of business rules
Tightly aligned with Microsoft Office for ease of use
COTS product with proven enterprise scalability
More effective decisions based on fast & accurate information
Strong Foundation in Records Management
Best Security - access control, hierarchical control, caveat
MS .NET platform with SDK to legacy systems
Compliance with DoD 5015.2 Standards
An Example
“The Navy was able to respond to a call from the White
House to provide materials relating to Hurricane
Katrina. TRIM was used to collect, sort and attach a
approved records schedule to all SECNAV and OPNAV
Katrina Records. We were able to use TRIM to capture
the Katrina records and then conduct simple searches
using keywords like Katrina, or searching with our SSIC
(file plans) under the Natural Disaster Relief
classifications. This alone cut processing time 75% and
enabled us to meet the needs of the Navy, Department
of Defense and the Federal Government”
Matt Staden – Navy Records Manager, Dept of Navy
ECM
for Success at
Enterprise
Start with lots of paper
• Growing volume
of paper records
from acquisitions
• Inventory
requirements
• Compliance
requirements
Add lots of Email
• Growing volume
of emails tracking
phone vendor
changes
• Correspondence
management
• Integration with
Microsoft Outlook
Add Generous a helping of Lawsuits
• Ability to lock
records to prevent
destruction
• Prove authenticity
of record
• Compliance
requirements
Stir it up with Audits
• Need to quickly find
information
• Prove authenticity of
record
• Compliance
requirements
Let it cook a while…
• Bring lots of patience to
wait for the right moment
• Watch for opportunities
to offer departmental
solutions within the
existing infrastructure
Share with Friends in IT
• First to hear about issues in
other departments
• Want to avoid creating more
systems to maintain
• Reduce maintenance costs
• Share rewards of successful
implementation
Lessons Learned along the way
• Build a strong team
• TRIM Context provides
single repository
• User-friendly approach
make rollouts a success
Next Steps…
• Implement ice TRIM’s
web user interface
• Expand Email
management to more
departments
Questions?
[email protected]